AHRC NYC is seeking to hire an Administrative Operations Assistant (AOA) for their Real Property division. This position involves a wide variety of operational and administrative functions in support of a department head and or department. Under general supervision, the Administrative Operations Assistant oversees administrative activities of a hub or region; serves as a liaison between management main office hub and program sites: provide general office assistance, prepare reports and correspondence responds to requests for information; processes forms and requisitions; maintains database information; maintain and flies information; maintains record keeping; and may oversee clerical staff.
Compensation Package: $45,000-$50,000 per year plus a very generous and comprehensive Benefit package. See more Benefit information below
Schedule: Monday through Friday 9am-5pm....35 hours per week (in-office)
Location: Manhattan 10038
General Responsibilities
- Supervise and Coordinate activities of administrative staff for a department hub, region, or program site, and serves as liaison between management, main office/hub, and program sites.
- Perform a wide variety of operational support activities; compile, record, and verify data
related to department, programs, attendance, personnel and/or payroll records; prepares and
updates reports and spreadsheets; track and maintain maintenance team via FMX
system, reporting.
- Track invoices for maintenance work performed for program sites and
put together maintenance contracts, update fire alarm, sprinkler inspection and vendor list.
- Track open projects and fleet vehicles and drivers (maintenance, inspections, EZ Pass, violations / tickets)
- Exercise independent judgment and relieve the manager of routine actions not requiring
his/her immediate attention.
- Conduct a variety of financial, budget and contract tasks; prepare and process invoices in workplace; crosscheck invoices to FMX tickets and contracts; reconcile invoices, petty cash and credit card transactions; prepare financial and administrative reports. Ensures that financial, statistical, and billing information is complied and submitted in a timely fashion.
- Perform a wide variety of administrative support activities; draft correspondence, create forms
and spreadsheets, open and distribute mail, order supplies, schedule appointments, maintain
calendar, greet visitors, screen phone calls; organize and maintain paper and electrical files
and respond to information requests.
Specific responsibilities (As needed, delineate specific tasks required by department or function).
Qualifications
- H.S. Diploma or G.E.D. plus 5 years of related work experience, AA or BA degree plus 2 - 3 years of related work experience, or an equivalent combination of education and experience.
- Intermediate computer skills including experience with and knowledge of Microsoft Word, Excel, and Outlook. Must demonstrate the ability to learn and use agency specific computer databases (e.g. UltiPro, Workplace, Great Plains).
- Must exhibit excellent organizational and coordination skills and the ability to manage multiple tasks simultaneously, while exercising independent judgment and problem-solving abilities.
- Excellent interpersonal and communication skills are required. Experience Interacting with senior management, staff, individuals with intellectual and developmental disabilities and their families
- Must be able to communicate effectively and tactfully in both verbal and written forms. Must be able to establish and maintain effective working relationships with those contacted in the performance of required duties.
- Must have the ability to Input information into databases, create reports and spreadsheets, and process invoices.
- Experience working in a non-traditional workplace, such as one with Individuals with developmental disabilities.
Benefits:
- Low cost, high quality Medical Insurance (single & family plans)
- 403(b) retirement plan
- 403(b) company match
- Dental insurance
- Employee discount
- Flexible Spending account
- Life insurance
- Paid time off (sick, personal and vacation)
- Professional development assistance
- Referral program
- Tuition reimbursement
- Vision insurance
AHRC New York City is an Equal Opportunity Employer. We consider applicants for all positions without regard to age, race, color, creed, religion, national origin, alienage or citizenship status, gender, sex, sexual orientation, pregnancy, disability, marital status, partnership status, military status, status as a victim of domestic violence, sex offenses or stalking, genetic information, or unemployment or any other protected characteristic under federal, state or local law.
All your information will be kept confidential according to EEO guidelines.